What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at City of Trussville?
Administrative Assistants are responsible for a variety of non-routine clerical and support services requiring independent judgment and knowledge of department operations. Administrative Assistants provide more advanced clerical support to departments and perform a moderate level of financial duties compared to Administrative Clerks, such as processing accounts receivable and payable, and performing payroll duties. Employees require substantial knowledge regarding the use of computers to create and exchange correspondence, maintain databases, create graphs, and manage spreadsheets. Administrative Assistants may lead or train employees as lead workers but do not supervise others.
Police Department
Performing a variety of highly responsible and sensitive administrative work in maintaining Police Department records, criminal information, and court-related documents.
Receives, researches, and replies to record requests effectively, timely, and in compliance.
Requires excellent communication and computer skills including the ability to efficiently organize, process, and maintain a wide array of police records, reports, statistics.
Ensure the proper storage of departmental records by tracking documents electronically, maintaining records management/inventory databases, communicating with vendors, and monitoring compliance with record management policies and procedures.
Finalize legal destruction of records by determining records to be destroyed, gathering the appropriate documentation and signatures, completing the official certificate for destruction, and complying with records destruction procedures.
Provide clerical support by processing mail, creating and updating paper and digital files, maintaining office equipment, tracking information, making copies, and/or gathering documentation.
Create or maintain departmental communication, maintain the public areas of department, answer departmental phone lines or emails, track internal communications, and create or edit correspondence coming from the department.
Assist with maintenance of personnel applications, creating applicant files.
Assist with interview scheduling and communicating with prospective applicants.
Maintain department newsletter to foster a sense of community within the department.
Work closely with custodian of records Lieutenant.
Work with Direct Enforcement Unit in maintaining accurate account of sex offender registrants’ information and compliance.
Upload images and documents to proper case files.
Conduct vehicle releases for impounded vehicles while ensuring proper documentation is received.
Experience providing customer service to internal and external customers including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.
Experience performing administrative functions including drafting correspondence, producing reports, and maintaining and updating files and records to support professional staff.
Experience using computer software (Microsoft Word, Excel, Outlook, Google docs) to develop and update written correspondence, reports, memos, and spreadsheets.
Administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Knowledge of applicable local, state, and federal laws, rules and regulations for dealing with confidential case material.
Knowledge of legal requirements for record retention, such as freedom of information requests, community right-to-know laws and operational procedures of the organization.
Knowledge of modern scanning and electronic imaging methods.
Knowledge of the fundamentals of Records Management software programs.
Knowledge of basic office equipment (e.g., telephone, smartphone, fax machine, copier, computer, calculator).
Work Environment:
Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment (e.g., computer, phone, copier). Job may require working on a computer, exposed to glare and/or PC light. Job may require working with angry/irate customers or citizens.
- Provides service to internal and/or external customers.
- Performs various administrative activities by creating and updating files, maintaining documents, and tracking information using various forms and computer systems to maintain records and document organization/department activities.
- Communicates and collaborates with various parties and organizations (e.g., department heads, employees, citizens, board and council members, vendors, etc.) by responding to inquiries, tracking internal and external communications, and drafting correspondence to disseminate and receive information related to department/organization activity.
- Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.
- Prepares and processes invoices by creating and sending billing statements and collecting payments to ensure customers’ balances are paid for services rendered.
- Manages departmental accounts receivable and payable by monitoring expenditures and producing financial reports using financial software to ensure compliance with set financial guidelines and budgets.
- Directs the activities of payroll operations within the department by reviewing, processing, and maintaining payroll record and communicating information related to payroll processes and procedures to ensure that payroll is accurate and properly distributed.
- Acts as a lead worker of peer or support staff by assigning and reviewing work tasks, facilitating training, and providing feedback using policies, procedures, tools, and directives from management in order to ensure tasks are completed in accordance with established requirements.
- Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data, and ensuring expenditures are within annual budgetary limits.
- Manages various projects by establishing project plans, timelines and objectives, coordinating resources and stakeholders, communicating project activities, and overseeing project implementation using standard project management methodologies in order to ensure project completion in accordance with established objectives and goals.
- Engages in activities designed to ensure professional development, awareness of developments in the field, and knowledge of relevant practices, rules, laws, policies, and/or guidelines.
Police Department
Performing a variety of highly responsible and sensitive administrative work in maintaining Police Department records, criminal information, and court-related documents.
Receives, researches, and replies to record requests effectively, timely, and in compliance.
Requires excellent communication and computer skills including the ability to efficiently organize, process, and maintain a wide array of police records, reports, statistics.
Ensure the proper storage of departmental records by tracking documents electronically, maintaining records management/inventory databases, communicating with vendors, and monitoring compliance with record management policies and procedures.
Finalize legal destruction of records by determining records to be destroyed, gathering the appropriate documentation and signatures, completing the official certificate for destruction, and complying with records destruction procedures.
Provide clerical support by processing mail, creating and updating paper and digital files, maintaining office equipment, tracking information, making copies, and/or gathering documentation.
Create or maintain departmental communication, maintain the public areas of department, answer departmental phone lines or emails, track internal communications, and create or edit correspondence coming from the department.
Assist with maintenance of personnel applications, creating applicant files.
Assist with interview scheduling and communicating with prospective applicants.
Maintain department newsletter to foster a sense of community within the department.
Work closely with custodian of records Lieutenant.
Work with Direct Enforcement Unit in maintaining accurate account of sex offender registrants’ information and compliance.
Upload images and documents to proper case files.
Conduct vehicle releases for impounded vehicles while ensuring proper documentation is received.
Experience providing customer service to internal and external customers including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.
Experience performing administrative functions including drafting correspondence, producing reports, and maintaining and updating files and records to support professional staff.
Experience using computer software (Microsoft Word, Excel, Outlook, Google docs) to develop and update written correspondence, reports, memos, and spreadsheets.
Administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Knowledge of applicable local, state, and federal laws, rules and regulations for dealing with confidential case material.
Knowledge of legal requirements for record retention, such as freedom of information requests, community right-to-know laws and operational procedures of the organization.
Knowledge of modern scanning and electronic imaging methods.
Knowledge of the fundamentals of Records Management software programs.
Knowledge of basic office equipment (e.g., telephone, smartphone, fax machine, copier, computer, calculator).
Physical Demands:
Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Job may involve occasional light lifting of items or objects weighing up to 25 lbs.
Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Job may involve occasional light lifting of items or objects weighing up to 25 lbs.
Work Environment:
Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment (e.g., computer, phone, copier). Job may require working on a computer, exposed to glare and/or PC light. Job may require working with angry/irate customers or citizens.
Salary : $40,602
